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9 Healthy Habits to Help You Manage Email Overload

9 Healthy Habits to Help You Manage Email Overload

    Today, having an email address has become as normal as having a surname. My seven year old son and my seventy six year old mother have email addresses. We can safely say that the email overload phenomenon is nothing new. Since 1971 we have been sending emails, but since 1971 a large percentage of us have not learned how to most effectively use email and how to avoid it becoming a cross we have to bear.

    Here are 9 healthy habits you can adopt to prevent you from suffering from the Email Overload phenomenon

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    Write better emails

    Some people treat email as an opportunity to have a chat but that is not the purpose of email. If you are arranging a meeting get to the point rather than send an email that will open up a 10 part communication consider sending an email that is concise.

    “Hi, are you free Friday at 11 to discuss the Project A? We could meet at Starbucks on the corner of Merrion Street.”

    When, where and why are all available, now all the person has to say is yes if it suits them or suggest alternative arrangements if it doesn’t.

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    Pick up the Phone

    A more efficient way to deal with arranging a meeting would be a telephone call. People often avoid making phone calls because they think it will take up too much time. Not true, arranging a time and place is much more efficient when you are speaking to someone in person, this way you can debate time and place more efficiently both parties being able to check calendars at the same time. Also if you send fewer emails you will logically receive fewer emails.

    Remove yourself

    Remove yourself from all newsletter lists, group emails etc. If you want to subscribe to email newsletters best have a dedicated email address so not to clutter up your work inbox and also to avoid them disturbing your focus and concentration.

    Chunk it up

    Check emails in chunks; don’t get tempted to check emails consistently. Smart phones and tablet devices are really awesome but they are not so cool when people start to use them to check emails at all hours of the day, I’ve even know people who check them in bed (gasp!). What you can also do is advise people that you only check your emails twice a day and if they need a reply to something urgently they should rather call you.

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    Turn it off

    Switch off all notifications of emails, on your PC and any other device that you receive email on. Never allow a ding or a bell disturb your focus from what you are working on. It may be an email telling you that you have landed a 1 million dollar deal but it could also be spam or an email from your aunt in Australia to tell you her dog is sick.

    Keep it brief

    Email is not a medium for spilling your heart out. Keep your messages brief and to the point. The less you write the more likely your question or query will be answered. Even though you want to send and receive less email it is still a better idea to send an email per topic, you are more likely to get an answer to all your questions and it also leaves a better trail if you need to find an email at a later date.

    Process your email twice a day

    When we say I have to check my email, it usually means you scan your email to see if there is anything urgent or interesting that you want to read or deal with. Checking email is the action to blame which can ultimately lead us to chaos, clutter and stress. It may seem like an exaggeration but if we let it go untended it can end up with thousands of emails sitting in you inbox without knowledge of whether they are actionable or dealt with. We need to substitute check for process. Processing is when we make a decision. We can Do, Delegate, Delete or Defer or we can use the Barabara Hemphill’s FAT method, File, Act or Trash.

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    Organize your email

    The emails you need to keep for reference should be filed in a logical system and the emails that require action should be either moved to your calendar or your task system. All those that don’t fall into these categories should be trashed.

    Get a Life

    Remember that your email doesn’t own you. You are the adult around here and you need to take control. Follow these actions advised and before long you will be hanging out in your empty Inbox wondering why you feel so calm and peaceful.

    (Photo credit: An image of some flying envelopes via Shutterstock)

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    Published on October 9, 2018

    Evernote vs OneNote: Which Improves Your Productivity Better?

    Evernote vs OneNote: Which Improves Your Productivity Better?

    Note-taking is useful in helping improve your memory and increase your productivity at work. By writing down notes, you have something tangible you can refer back to, remember what needs to be done, and regain control of your work throughout the day.

    There are thousands of different note-taking apps you can use on your desktop or mobile device. The two most popular are Evernote and Microsoft OneNote because they are incredibly efficient and effective that each has a following of extremely loyal users and advocates.

    So if it comes to Evernote vs OneNote, how do they improve productivity?

    An overview of Evernote and OneNote

    First, an introduction to the two platforms. Evernote is an app that lets you store content, take down notes, write lists, and organize all of them. While these are stored in Notebooks, the whole concept behind this productivity app is more like a Universal Inbox where you can save everything you’ve collected so you can quickly find it when you need them through the use of tags.

    Microsoft’s OneNote, on the other hand, works very much like a digital version of the notebooks you used to carry around in school. Aside from storing all your notes and different types of content you’ve collected, you can also organize them into sections, pages, and containers.

    Each of these apps offers their users a host of features to help them improve their productivity and memory. Also, because no app is perfect, each also has their strengths and limitations.

    To get a better idea of which app will be your best choice, we’ll be comparing the two based on three key features most used by their users: collecting information, note-taking, and mobility.

    Collecting information

    Both the OneNote and Evernote come with their own web clipper extension that allows you to quickly collect and store information from different websites as you find them.

    Both give you the option to choose whether you’d like to save the entire web page as is, a simplified version without the ads, or just a section of the page. You can also add some notes before saving them to make it easier for you to remember why you “clipped” that particular resource.

    Since OneNote gives you more structure to organize your content, its web clipper allows you to choose not just which notebook to save the details, but also what section within the notebook.

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      Source: OneNote.com

      Evernote gives you the option to add tags to your web clippings before you save it, so it’s easier for you to search for it later.

      Premium users get access to Evernote’s Related Results feature located in its Options section. When you search on Google, Evernote will launch a secondary search that will show all the notes related to the keyword you used in searching for information.

        Source: Zapier.com

        This feature, according to Jeremy Skillings, President of Youcanbefound.com, is beneficial because it lets you know what information you already have stored in your notes.

        “In some cases whenever I do my research, I find out through this feature that I already have the exact information I need stored in my Evernote account. That alone cuts back a significant amount of the time I spend on projects.”

        Note-taking

        Both of these productivity apps allow you to create and format your notes to create rich documents. Among these features include changing the font size and color, adding tables, and inserting media files.

        Evernote’s note-taking features are very similar to a Word document in that it’s very structured concerning how you input your notes.

          Professionals who need to be able to build and access well-structured docs in the field make up much of Evernote’s loyal fanbase. One such 2-year user in the real estate field, Anthony Gilbert of RealFX.com, liked the formatting options, but admitted that there were still some downsides to the rigidly formatted approach.

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          While he enjoyed the features, his personal experience with using it in the field revealed that the formatting features,“mean that if you need to change parts of your notes around, it can get tedious”. He continued, “the formatting features are quite finicky, so you may need a bit of patience to get the end results you are looking for.”

          Professionals who need to be able to build and access well-structured docs in the field make up much of Evernote’s loyal fanbase. One such 2-year user in the real estate field, Anthony Gilbertof RealFX.com, liked the formatting options, but admitted that there were still some downsides to the rigidly formatted approach.

          Structuring your notes properly from the get-go can have an effect on your productivity. A blank slate can sometimes be puzzling. Evernote allows the ability to use battle-tested templates and workflows that save you time. They can provide inspiration and structure on what’s possible.

          On the other hand, OneNote gives its users more versatility and flexibility in the way notes are created. You can click at any area of the page and begin typing. If you need to move things around, you can drag and drop sections of your notes to the right place.

          On the other hand, OneNote gives its users more versatility and flexibility in the way you create your notes. You can click at any area of the page and begin typing. If you need to move things around, you can drag and drop sections of your notes to the right place.

            Source: Lifehacker

            Also, it gives you the option to create Templates that you can use to layout your page properly, so all you’ll need to do is to fill in the information.

              Source: MakeUseOf

              This is a particularly handy feature that stood out to many of the people who shared their love of OneNote with me. Steve Lionais, longtime user and Co-Founder & CEO of Dr-Bill.ca, claims that this feature helped him build his business by affecting his memory in a powerful and helpful way.

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              “This [feature] is what makes OneNote great memory retention app,” he said of the templates. “I find that I remember things more when they are arranged in a certain way. OneNote allowed me to do that for my meeting and presentation notes, so I don’t have to spend a lot of time trying to find the next point!”

              However, what really makes OneNote the winner of this round is its ability to allow you to embed media files from other sources like Youtube. In addition to including the link, OneNote launches a media player, allowing you to watch the video or listen to the audio file directly from the page where you saved it.

                Source: Windows Central

                Mobility

                Evernote and OneNote can be used both on desktops and mobile devices. At the same time, they provide their users with the ability to sync the content from one device to the other.

                Judging which of the two productivity apps is best here is quite tricky because it greatly depends on several factors. One of these is the operating software you use.

                Many of the power users we asked were using iOS, and that put some points toward Evernote. Greg Reese of AmeriEstate.com found himself frequently using the built-in camera option (and other iOS integrations) to manage his daily duties as President.

                  Evernote’s camera also integrates with Post-It, Moleskin notebook pages, and business cards. When you take a photo of any of these, the camera will capture the information and format this for Evernote so that it’s quick to find it when you search.

                  OneNote, on the other hand, dominates the Android environment. In addition to the app, Android users will also find a OneNote floating badge on the side of the home screen. So you can take notes on the go very quickly.

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                    Source: MS Power User

                    Another factor to consider is the cloud storage you use. For you to sync OneNote across different devices, you’ll need to first set up an account with OneDrive, which is Microsoft’s cloud storage service.

                    “This is something that Evernote users like me don’t have to worry about,” according to Matt Willens, Head Attorney for Willens Law Offices. “Whether you use a free account or one of their paid plans, you can immediately sync your devices without having to get a separate cloud storage account.”

                    The drawback here is the amount of storage and number of devices that you can sync. Free users are only given 60MB of storage space and can sync up to two devices. If you need more storage space, you’ll have to get the paid plans.

                    Which app is better for improving memory and productivity?

                    The honest—and most straightforward—answer is:

                    It depends on you.

                    While Evernote and OneNote have their strengths and weaknesses, how well it will help improve productivity and memory greatly depends on what works best for you.

                    If you find that you’re able to work best and remember things more using visual cues, OneNote will be the best productivity app to use. However, if you consider the speed and ease of finding the information you need as your top priority, Evernote will be your best option.

                    Since both productivity apps have free versions, you can give both a try and see where you’re most comfortable. In the end, the right productivity app to use is one that complements the way you work and do things rather than dictating to you how you should get them done.

                    Featured photo credit: Yura Fresh via unsplash.com

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